5401 Human Resources Records Technician


TITLE Human Resources Records Technician




IMMEDIATE SUPERVISOR Assistant Director of Human Resources, Compensation and Information Management


The Human Resources Records Technician processes personnel actions for all campuses, creates and maintains personnel files, and maintains the data integrity of the information in the employee database and employee personnel files.  The Human Resources Records Technician evaluates personnel action forms, reviews for compliance with laws, regulations, and policies, determines the appropriate processing and coding for the personnel action based on the employee classification and various payroll and budget designations, and enters the information into the database. The Human Resources Records Technician informs appropriate departments when employees in an assigned work group have a break in service or terminate employment, monitors workloads of employees of assigned employee groups, supports salary increase processes, and prepares the consent agenda for assigned personnel actions for the Springfield campus for the Board of Governors approval.


Education: A high school diploma or its equivalent is required.

Experience: A minimum of two years of work experience with database and record keeping of comparable complexity is required; experience in human resources or payroll data entry and record keeping is preferred.  

Skills:     Excellent communication and problem solving skills are required.  The ability to organize large volumes of work, work independently, evaluate and determine the correct course of action among many, process, code, and enter large volumes of information with accuracy and attention to detail within payroll deadlines, and make good decisions.  A working knowledge of Word and Excel is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

Other:     During certain time periods, it may be necessary to work more than forty hours in a week to complete work by payroll deadlines.  


1. Ensures the accuracy and completeness of information contained in University personnel records and the human resources information system database by understanding the nature of the various types of personnel actions and the associated policy compliance and processing implications.

2. Reviews personnel actions for compliance with various laws, regulations, and policies, codes personnel actions so they can be processed correctly, and creates, maintains, and updates records in the Human Resource/Payroll database.

3. Monitors the workload of part-time employees working both per course and hourly to assure the involved departments are aware when the combined workload causes eligibility for retirement benefits or an offer of health insurance.

4. Creates and maintains personnel files for employees by reviewing, scanning, indexing, and entering information from employment documents (applications, resumes, transcripts, I-9s, letters of recommendation, personnel action forms, etc.) for inclusion in personnel records.

5. Identifies terminating employees in assigned work groups, notifies them and their supervisor about the need to return University property, and notifies departments with an interest in having property returned, controlling access to resources, or billing.

6.  Provides information to the Board of Governors regarding assigned Springfield campus personnel actions by tracking and compiling personnel actions monthly, correctly classifying and organizing personnel actions, and preparing the assigned section of the Human Resources Board resolution.

7. Supports the Office of Human Resources by maintaining the confidentiality of
personnel actions, coding position requisitions as needed in the applicant tracking system, and providing guidance and information to individuals with questions about employment actions.

8. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

9. Contributes to the success of the Office of Human Resources by providing information about Human Resource policy and procedures, acting as a back-up for the Senior Human Resources Records Technician as needed, working cooperatively with other departments, and performing all other duties as assigned.


The Human Resource Records Technician is supervised by the Assistant Director of Human Resources, Compensation and Information Management.